Joint Appointment Form Help

The Joint Appointment Form is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in drop-down boxes. Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages.

Once the form has been completed electronically, print it, have it signed and forward it to Faculty Relations or Human Resources (as appropriate). Please ensure all necessary signatures are provided, along with all applicable fields. Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay the processing of the appointment.

When complete, send this form to Faculty Relations (faculty appointments) or Financial Services (staff appointments).

TOP RIGHT CORNER   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
New Hire to be JointChange Existing Appt.
  • Identify whether this form is to sever make a new hire, a joint appt, or to change an existing appt to a joint appt.
Yes    
PERSONAL INFORMATION Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Employee ID
  • This is the UBC employee ID. For new faculty, leave this field blank. An employee ID will be assigned when the appointment is entered into HRMS. In all other cases it is MANDATORY. You can look it up on the HRMS system, or ask the faculty member (it is printed on their pay stub).
Yes(unless new hire)    
First & Last Name fields   Yes    
Job Title
  • Provide the basic job title for the individual.
Yes    
Joint Start & End Dates
  • Must be in YYYY-MM-DD format.
  • Reflects the whole term of the individual’s joint appointment. For example, an appointment might be funded from one P/G from January to March, and from a second P/G from April to June. In this case, the appointment dates are January to June.
Yes    
HOME DEPARTMENT Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
 
  • New Hires: Home department completes the ‘% Time’ field only (other information should be on a Faculty Appointment Form). Joint dept completes their section.
  • Changes to existing appointment – Both the home and joint departments complete their sections.
     
% Time for Home Dept
  • The approx. time attributed to the home department
Yes    
VP / Faculty
  • The VP or Faculty that has the appointment.
  • Select from the drop down list.
Yes Yes  
Department nameDepartment Code
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
Yes    
Start & End Dates
  • If the salary is ongoing, enter ‘ongoing’ in the end-date field.
  • Please note that these dates may differ from the Appointment Start and End Dates.
Yes    
Position Number
  • For each portion of the appointment that is GPO funded enter the Fslot number or “soft” as appropriate.
Yes    
Earnings Code
  • Select from the list of earnings codes in the drop down list.
Yes Yes  
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
Yes    
Account
  • Provide the appropriate account chartfield.
Yes Yes  
Fund CodeDept IDProject Grant (P/G)
  • Of these 3 fields, only the P/G is mandatory.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes    
Amount
  • This amount must correspond to the ‘Monthly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes    
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
     
Monthly or Per Period
  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes    
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes    
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
     
Signatures
  • Provide signatures as necessary.
Yes    
JOINT DEPARTMENT Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
 
  • New Hires: Home department completes the ‘% Time’ field only (other information should be on a Faculty Appointment Form). Joint dept completes their section.
  • Changes to existing appointment – Both the home and joint departments complete their sections.
     
% Time for Joint Dept
  • The approx. time attributed to the home department
Yes    
VP / Faculty
  • The VP or Faculty that has the appointment.
  • Select from the drop down list.
Yes Yes  
Department nameDepartment CodeWork Location
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
  • Only locations that are officially associated with a specific department are listed.
Yes    
Start & End Dates
  • If the salary is ongoing, enter ‘ongoing’ in the end-date field.
  • Please note that these dates may differ from the Appointment Start and End Dates.
Yes    
Position Number
  • For each portion of the appointment that is GPO funded enter the Fslot number or “soft” as appropriate.
Yes    
Earnings Code
  • Click on the link to the right for a list of Earnings codes and a brief description.
  • Talk to your Payroll Services Rep if you need more information
Yes Yes  
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
  • If you don’t know your Speedchart, you, or one of your co-workers with ‘FMIS on the Web’ access, can look it up (keep reading).
  • Sign on to ‘FMIS on the Web’, select the ‘Chartfields’ menu item, and then select ‘Speedcharts’.
  • Enter your Chartfield info and, if a Speedchart exists, the system will tell you what it is.
  • If this doesn’t work, then a Speedchart does not exist and you will have to complete a ‘Chartfield Request – Project/Grant’ form and request a Speedchart be created for an existing P/G.
Yes    
Account
  • Provide the appropriate account chartfield.
Yes Yes  
Fund CodeDept IDProject Grant (P/G)
  • Of these 3 fields, only the P/G is mandatory.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes    
Amount
  • This amount must correspond to the ‘Monthly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes    
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
     
Monthly or Per Period
  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes    
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes    
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
     
Signatures
  • Provide signatures as necessary.
Yes    
 
CENTRAL ADMIN USE ONLY Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
  • An area for central admin to record comments
     
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